Importing travel expense payments to Heeros Accounting
Importing travel expense reports to Heeros Accounting
Related information
Importing travel expense payments to Heeros Accounting
Travel expense payments can be transferred to accounting in the same manner as accounts payable payments.
The transfer of travel expense payments occurs automatically from the Heeros Accounting perspective when the necessary settings are in place. The actual transfer of payments is done in Purchase Invoices, and the transactions are automatically registered to the general ledger in accounting. There is no need for separate entry or approval of payment transactions in accounting. Read more about the import settings for payments here.
Importing travel expense reports to Heeros Accounting
If a travel expense ledger is in use in Purchase Invoices, the transactions of travel expense reports (cost entries) can be transferred to Heeros accounting via HeerosCSV import.
The import of travel expense claims and payments into Heeros Accounting differ from each other. The following instruction address how actual travel expense claims can be recorded in accounting if they have been paid through Purchase Invoices.
Note! If travel expense reports are circulated in Purchase Invoices but are transferred for payment to eSalaries, the expense entries for the travel reports will come along with the file imported to Accounting from eSalaries, and the payment entry will be made via the bank statement.
The travel expense data generated in Purchase Invoices can be imported into Heeros accounting from the Events – Open view using the Import entries button.
Type of interface is selected as HeerosCSV.
Import file – section where a file formed from Purchase Invoices travel expenses is selected.
VAT can be processed either according to the VAT code coming in the data (As in import file) or alternatively, if the data does not include a VAT code, the VAT code for the account coming in the data will be considered from Heeros Accounting (Calculate VAT).
Receipt numbering can be selected As in import file, whereby Heeros Accounting takes the voucher type and voucher number from the incoming material. The Generate new note numbers option assigns a new voucher number to the events in Heeros Accounting. The voucher number is taken from the selected voucher type.
Bundling of entries
No bundling - With this option the software generates entries in Heeros Accounting exactly as they are in the input data; each entry will have its own entry in the accounting as well.
Bundle by invoices - With this option the program creates invoice-based summary entries; if there are entries on the same invoice for the same account and the same accounting object, these entries are combined into a single entry line in the accounting.
Bundle to single note - With this option the program processes the entire import data, and if there are entries for the same account and accounting object, these entries are combined into a single entry line in the accounting. A voucher type is selected for the consolidated voucher, from which the next voucher number is retrieved. From the entries, one receipt is created for the selected receipt date in the import.
Creation of accounting objects
Check objects -with this option, the program checks that the cost units and other accounting objects in the import data are established in Heeros Accounting before the transfer. If there are entries in the data to be imported that use an accounting object not found in Heeros Accounting, the transfer will not succeed until that accounting object has been established in the accounting or another accounting object has been substituted in the data.
Create missing objects – with this option, the program sets up the missing cost units and other accounting objects in Heeros Accounting. The identifier will be the identifier coming from the import data, and the name will be based on the accounting object level name, for example, the word cost unit. The accounting object must then be renamed in the accounting settings with the desired name.
Create missing accounts
No -accounts must be established in the accounting system for the transfer to be successful.
Yes -selection will prompt the program to create missing accounts in the accounting as separate accounts. In the Account – Accounts view, the user must complete the information for the created accounts.
Note unbalanced
Is not allowed – The entries of the input material must balance in order for the transfer to be successful.
Allow - the program requests to provide the accounting account to which any potential difference will be posted during the transfer.
Load - The actual input of events is started with the Load button.
At the end of the import, the program will notify you of the success of the import or any possible errors at the top of the screen.
A transfer report in PDF format is automatically generated from the feedback and is saved in the document archive of the Archive. The main classification is retrieved from the General Settings of the Accounting, as is the case with other accounting reports, with the sub-classification being Transfer reports.
Related Information
Read more about the settings for transferring travel expense reports in Purchase Invoices here. (Settings - General - Interfaces)
Read more about the transfer of travel expenses from Purchase Invoices to Heeros accounting here.